HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 1, 2013
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
7TY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1St Reading
? Ordinance on 2" d Reading
? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
Approve the requests for the destruction of obsolete records from various City departments in
accordance with the retention schedule outlined in City Council Resolution No. 2013-014.
DISCUSSION
On April 1, 2013, the City Council approved a resolution outlining the records retention schedule
for the agencies, departments, and offices of the City. City records are governed by the Public
Records Act which provides the period in which records need to be retained. The Citywide
Records Team compiled the Citywide Records Retention Schedule which sets forth the retention
period for a particular record. The Municipal Code requires that the destruction of a City record be
approved by the City Attorney.
In accordance with Section 513 of the Citywide Records Retention Schedule Resolution, the City
Attorney has approved the list of records proposed for destruction from the departments as
outlined in the attached documents.
FISCAL IMPACT
There is no fiscal impact associated with this item.
Attachments (2):
Memorandum for Request for Destruction of Records - City Manager's Office
Memorandum for Request for Destruction of Records - Personnel Services Agency
19C-1
19C-2
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: July 1, 2013
Re: REQUEST FOR DESTRUCTION OF RECORDS
The City Manager's Office requests your consent to destroy city records on the attached listing,
in accordance with the retention schedule outlined in City Council Resolution 2013-014.
19C-3
Thank you.
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2013
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence June 1, 2011
and prior
Correspondence/ June 1, 2011
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor June 1, 2011
and prior
Wards 1 through 6 Inquiries processed for Councilmembers June 1, 2011
and prior
Correspondence General Correspondence Self-explanatory June 1, 2011
and prior
Staff Inquiries processed for Staff June 1. 2011
and prior
Monthly Status City Manager Self-explanatory June 1, 2011
Reports and prior
Payroll Records Council/Staff Self-explanatory June 1, 2011
and prior
June 1, 2011
Travel Folders Council/Staff Self-explanatory and prior
APPROVE:
CONSENT:
/?S
Kevin O'Rourke Date .`'Sonia R. Carvalho Date 3
Interim City Manager City Attorney
-----------------------------------------------------------
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
AUDITED BY:
Mark Lawrence Date
Exec. Assistant to the City Manager
19C-4
MEMORANDUM
To: Joseph Straka, Chief Assistant City Attorney
City Attorney's Office
From: Ed Raya, Executive Director
Personnel Services Agency
Date: June 24, 2013
Re: REQUEST FOR DESTRUCTION OF RECORDS
The Personnel Services Department requests your consent to destroy city
records on the attached list, in accordance with the retention schedule
outlined in City Council Resolution 2013-014.
Thank you.
I A a&a "(? ??
19C-5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
PERSON NEL SERVICES DEPARTMENT
RECORD RECORD RECORD
777 RECORD
CATEGORY SERIES DESCRIPTION
1 DATES
ENROLLMENT Dental Insurance Employee dental insurance enrollment forms** EE Separated
FORMS December 2007 and
(OFFICIAL) prior
Flexible Spending, Enrollment forms for flexible spending program** EE Separated
Section 125 December 2007 and
prior
Life Insurance Employee life insurance enrollment forms** EE Separated
December 2007 and
prior
Long-Term Employee Long-Term Disability Insurance EE Separated
Disability enrollment forms** December 2007 and
Insurance prior
Medical Insurance Employee medical insurance enrollment forms** EE Separated
December 2007 and
prior
EQUAL Employment and Personnel and employment records, including EE Separated
EMPLOYMENT personnel records application forms*, records pertaining to December 2007 and
OPPORTUNITY promotions**, layoffs**, terminations**, salaries** prior
COMMISSION and training*
(EEOC)
Involuntary Personnel records of terminated employee** EE Separated
termination December 2007 and
prior
OFFICIAL Certification/ Request for Certification and/or reassignment EE Separated
PERSONNEL Reassignment forms which document and authorize hiring, December 2007 and
FILES Forms reassignment, or other employee actions.** prior
Certificates of Certificates issued to EE which show completion EE Separated
Training date of training class(es).* December 2007 and
prior
Commendation Letters of commendation and/or other EE Separated
Letters congratulatory documents received by and/or December 2007 and
issued to EE.* prior
Disciplinary Memorandums, letters, or other records of EE Separated
Actions proposed and/or implemented disciplinary December 2007 and
action(s).** prior
Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated
Medical Releases regarding employee's medical condition.** December 2007 and
prior
Drug Screen Test Pre-placement and drug screening authorization EE Separated
and acknowledgement form(s) and results of December 2007 and
drug screening.** prior
19C-6
PERSON NEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Family and Basic employee data (name, address, class title, EE Separated
PERSONNEL Medical Leave pay rate, hours worked per pay period; additions December 2007 and
FILES (FML) to or deductions from wages). Dates (or hours) prior
FML designated/ taken; FML notices given to
employer by employee; documents from
employer describing FML policies; records of
premium payments of employee benefits; records
of any disputed confidential files:
records/documents relating to medical
certifications."
Job Application Applications for employment and resumes (if any) EE Separated
for hired employees.* December 2007 and
prior
Medical Leave of Leave of Absence forms used in the EE Separated
Absences** documentation of medical leave (including December 2007 and
pregnancy leave and Family and Medical prior
Leave).**
Miscellaneous Documents not specifically mentioned but kept in EE Separated
Documents official personnel file.*** December 2007 and
prior
Notice of Form completed by employee and/or department EE Separated
Separation indicating effective date of separation, last day on December 2007 and
the job, reason for separation, etc.** prior
Oath of Office Form completed and signed by employee EE Separated
affirming allegiance to the Constitution of the December 2007 and
United States and the Constitution of the State of prior
California.*
Outside Form submitted by employee for approval for EE Separated
Employment employee to be engaged in outside employment.* December 2007 and
prior
Performance Employee performance evaluation forms EE Separated
Evaluations completed by supervisory personnel re December 2007 and
employees' accomplishment of their assigned prior
duties and responsibilities, etc.*
PERS Enrollment Forms to enroll employees in the Public EE Separated
Employees' Retirement System (PERS)** December 2007 and
prior
Pre-Employment Forms completed by employee and medical clinic EE Separated
Medical to assess physical capability of employee prior to December 2007 and
hiring.** prior
Security Check Form completed by Personnel Svcs to request EE Separated
Form Police Dept to conduct security check on December 2007 and
employee prior to hiring.* prior
Special Licenses Special licenses issued to employees from DMV, EE Separated
accredited schools, etc., verifying employee December 2007 and
meets certain job-related requirements.* prior
19C-7
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
Tuition Copies of applications for training and EE Separated
Reimbursement educational assistance which show EE request, December 2007 and
Request department head approval, and final disposition prior
of request.*
OFFICIAL Union Bank Form signed by employee authorizing leave hours EE Separated
PERSONNEL Donation Form be donated to the Union Business Leave Bank to December 2007 and
FILES be used by union leaders for Union Business.* prior
W-4 form Employee's Withholding Allowance Certificate EE Separated
completed by EE authorizing employer to withhold December 2007 and
Federal income tax from employee's pay and/or prior
for indicating exemption.**
Please see attached spreadsheet listing employee personnel files to be purged/digitally imaged.
* Will be purged
Will be digitally imaged
*"* If non-medical records, will be purged; if medical records, will be digitally imaged.
PREPARED BY: CONSENT BY:
Rosa Flores for Date
Edward Raya
Executive Director of Personnel Services
? 'M. a jr- A `__ G _A4-t3
Aand Raya Date
Executive Director of Personnel Services
RECORDS DESTROYED:
Number of Boxes
APPROVED BY:
4 S /3
'c r Joseph Straka Date
Chief Assistant City Attorney
19C-8
Obsolete Records Destruction Schedule Listing
Attachment to the June 24, 2013 City Attorney Memo
Employee Name
EE Number
Classification FT
PT
PTCS
Separation
Date
Afualo, Tait Barnes 104640 Program Leader I PT 08/14/07
Alba, Yareiry V. 104739 Tutor PT 09/21/07
Alvare, Ivan 08215 Detention Officer FT 09/07/07
Alvarez, Alberto 105246 Library Assistant PT 12/31/07
Alvarez, Gemma 105021 Senior Administrative Intern PT 08/10/07
Alvarez, Iris C. 104467 Senior Administrative Intern PT 07/20/07
Alvarez, Michelle R. 103221 Senior Office Assistant FT 08/24/07
Anderson, Mhystie L. 104889 Program Leader I PT 08/02/07
Arruda, Christopher J. 104629 Administrative Intern PT 04/04/07
Augustine, Pharaoh 103932 Engineering Intern PT 07/27/07
Avila, Antoinette 105146 Library Assistant PT 10/02/07
Avila, Blanca 104489 Program Leader II PT 08/10/07
Babayans, Katherine B. 01980 Senior Accounting Assistant FT 05/15/07
Baisch, Brian 104797 Park Maintenance Assistant PT 11/21/07
Banks-Strong, Brittney 104843 Senior Administrative Intern PT 06/22/07
Barcenas, Alicia L. 104795 Police Services Dispatcher FT 05/24/07
Barrett 11, William E. 01642 Police Sergeant FT 12/29/07
Benard, Christian F. 104770 Firefighter (Probationary) FT 10/03/07
Bennett, Dawn J. 101806 Clerk Typist Il PT 05/30/07
Bermudez, Jaime 103333 Engineering Intern PT 12/26/07
Boles, Alberta M. 00057 Accounting Assistant FT 07/13/07
Bravo, Artemio 104667 Police Investigative Specialist PT 06/29/07
Calderon, Sally 09454 Customer Service Clerk PT 10/12/07
Canchola, Sara I. 104800 Zoo Keeper I FT 10/10/07
Castillo, Vanessa 08381 Program Coordinator PT 07/13/07
Castro, Nathan S. 104552 Program Leader iI PT 06/15/07
Castro, Nicholas A. 104338 Program Leader I PT 10/03/07
Chamorro, Gustavo A. 100271 Workforce Specialist IV FT 11/16/07
Chang, Unjoo 104401 Senior Office Assistant FT 12/07/07
Childress, Carmen M. 103866 Program Coordinator PT 11/21/07
Cisneros, Ulises 06675 Sr. Tutor PT 07/11/07
Cooper, Ellen I. 04026 Police Services Dispatcher FT 05/23/07
Cordon, Mario R. 100196 Maintenance Aide 11 PT 06/14/07
Corrales, Pedro A. 104809 Police Officer FT 09/13/07
Cortez, Josie A. 103875 Senior Police Records Specialist FT 05/03/07
De La Torre, Jose 105217 Firefighter (Probationary) FT 11/21/07
De Paul, Deborah 104752 Buyer PT 08/10/07
Deakins, Charles S. 00096 Police Lieutenant (RM) FT 10/09/07
Delariva, Baltazar 17998 Police Lieutenant FT 07/02/07
Delariva, Juan Jose 10414 Police Service Officer PT 11/08/07
19C-9
Obsolete Records Destruction Schedule Listing
Attachment to the June 24, 2013 City Attorney Memo
Employee Name
EE Number
Classification FT
PT
PTCS
Separation
Date
Delgadillo, Jeffrey 104623 Park Maintenance Assistant PT 08/10/07
Delisi, Joseph A. 104607 Program Leader I PT 06/11/07
Dinger, Jason R. 03826 Police Officer FT 06/29/07
Dodd, Sherley A. 18814 Office Supervisor FT 06/29/07
Fernandez, Mark 104594 Administrative Intern PT 11/09/07
Firooznam, Shila 104837 Police Cadet PT 07/26/07
Flores, Richard 28617 Police Officer FT 04/05/07
Franco De Arraiza, Esmeralda 104145 Clerical Aide PT 06/08/07
Fullman, Timothy J. 103946 Program Coordinator PT 08/10/07
Gallo, Fortino A. 30250 Police Officer FT 12/30/07
Garcia, Alejandra 104346 Program Leader II PT 08/03/07
Garcia, Elmer 105238 Program Leader II PT 12/07/07
Garcia, Guadalupe 104694, Clerical Assistant PT 09/28/07
Garcia, Lilia 104350 Clerical Aide PT 08/08/07
Garcia, Phillip M. 103816 Fire Chief (EM) FT 06/08/07
Gomez, Darrell J. 31953 Fire Engineer FT 12/29/07
Gonzales, Griselda C. 09538 Clerical Aide PT 12/19/07
Gonzalez, Arturo Jr. 104153 Equipment Services Attendant PT 09/13/07
Gonzalez, Jose 104419 Maintenance Aide II PT 05/23/07
Gonzalez, Jose Jr. 104419 Maintenance Aide II PT 05/23/07
Gonzalez, Miriam J. 105207 Customer Service Clerk PT 11/21/07
Gonzalez, Oscar 104459 Engineering Intern PT 05/29/07
Grant, Andrew T. 32403 Fleet Equipment Supervisor FT 11/14/07
Guadarrama, Juan L. 104826 Program Leader I PT 08/31/07
Guerrero, Ramiro 104927 Firefighter (Probationary) FT 06/06/07
Guillermo, Erick 104582 Engineering Intern PT 12/14/07
Gutierrez, Patricia 10800 Senior Program Leader PT 12/17/07
Guzman, Luis O. 104816 Engineering Intern PT 09/20/07
Guzman, Maritza C. 104908 Senior Clerical Aide PT 05/02/07
Halligan, Molly 104792 Zoo Keeper I FT 10/13/07
Hernandez, David Jr. 105031 Program Leader I PT 08/24/07
Hernandez, Rodolfo 08238 Recreation Program Coordinator FT 06/08/07
Herrera, Refugio Del Carmen 104995 Program Leader I PT 08/24/07
Hilliard, Donald G. Jr. 104952 Library Assistant PT 10/26/07
Hinojoza, Gabriel V. 101842 Clerical Aide PT 12/14/07
Hoard, Denah H. 09295 Assistant City Attorney (MM) FT 08/24/07
Holloway, Jabari C. 104644 Senior Administrative Intern PT 09/19/07
Holtzman, Luke D. 104576 Police Recruit FT 10/31/07
Irwin, Jennifer J. 101189 Telecommunications Customer Service R FT 10/22/07
Jacquez-Nares, Patricia 09979 Senior Deputy Clerk of the Council FT 05/31/07
19C-10
Obsolete Records Destruction Schedule Listing
Attachment to the June 24, 2013 City Attorney Memo
Employee Name
EE Number
Classification FT
PT
PTCS
Separation
Date
Jensen, Franklin P. 46135 Police Captain (RM) FT 12/03/07
Kahapea, Joseph N. 48191 Police Sergeant FT 12/05/07
Kennedy, Donald H. 48854 Fire Captain FT 07/03/07
Klein, Lynnette A. 03807 Police Services Dispatcher PT 07/12/07
Lagaret, Elena 104966 Correctional Officer FT 06/28/07
Lassiter, Maureen C. 01467 Senior Correctional Records Specialist FT 09/21/07
Laurenz, Nelda (Mirta) 100135 Program Coordinator PT 06/13/07
Leamer, Bruce W. 51825 Police Sergeant FT 12/21/07
Lin, Rosa H. 104481 Senior Administrative Intern PT 05/10/07
Loayza, Guisella P. 104737 Data Entry Clerk PT 10/04/07
Lopez, Anabel 105032 Program Leader I PT 08/10/07
Lopez, Cindy 105034 Program Leader I PT 08/24/07
Lopez, Rolando 105016 Police Recruit FT 07/20/07
Macias, Miguel D. 54218 Firefighter FT 04/30/07
Madriles, Veronica 104691 Program Leader I PT 05/08/07
Maldonado, Denise A. 104991 Special Employment Counselor II PT 09/28/07
Maloney, Harold 104438 Management Aide (UC) FT 09/20/07
Martinez, Carlos C. 09141 Correctional Officer FT 07/05/07
Martinez, John V. 54893 Firefighter FT 04/30/07
McClurg, Betty C. 10046 Senior Office Assistant FT 04/10/07
McManus, Eugene 56223 Police Sergeant FT 12/10/07
Millam, Rebeca A. 103901 Computer Technician PT 04/14/07
Morales, Marilyn M. 104912 Program Coordinator PT 07/06/07
Moreno de Mendez, Aide 104650 Program Leader I PT 12/10/07
Moreno, Ana L. 104818 Senior Office Assistant FT 09/05/07
Moreno, Jose J. 104501 Cashier PT 04/22/07
Morra, Dillon Jr. 104554 Engineering Intern PT 05/17/07
Munoz, Estrellita 104599 Police Records Specialist FT 09/24/07
Murillo, Aimee M. 104820 Student Intern PT 06/25/07
Navarro, Orlando A. 104351 Program Leader II PT 11/05/07
Nguyen, Tiffany 105167 Senior Office Assistant FT 09/04/07
Nguyen, Tony 105199 Tutor PT 12/26/07
Nichols, Mark R. 01414 Police Sergeant FT 09/06/07
Nieves, Lance 104278 Correctional Officer FT 10/09/07
Pastrano, Jason 102732 Engineering Intern PT 05/21/07
Pena, Jose 104866 Police Recruit FT 06/18/07
Perdue, Ashly C. 105043 Program Leader II PT 10/22/07
Perez, Alvaro 104360 Engineering Intern PT 04/05/07
Perez, Daniel G. 104773 Firefighter (Probationary) FT 05/24/07
Perez, German 07332 Mail Clerk/Messenger FT 06/29/07
19C-11
Obsolete Records Destruction Schedule Listing
Attachment to the June 24, 2013 City Attorney Memo
Employee Name
EE Number
Classification FT
PT
PTCS
Separation
Date
Phan, Ai Thuy 105143 Police Records Specialist FT 11/19/07
Ponce, Jesus J. Jr. 00626 Lead Accounting Assistant FT 05/22/07
Preciado, Jiovanny 104932 Firefighter (Probationary) FT 12/28/07
Queller, Phillip L. 01688 Police Officer FT 11/30/07
Ramirez, Frank A. 102806 Painter PT 09/04/07
Ramirez, Malia C. 104992 Special Employment Counselor II PT 08/24/07
Ramirez, Rebecca 10715 Customer Service Clerk PT 09/25/07
Ramos, M. Dolores 09264 Management Aide (UC) FT 07/19/07
Rey, Elsa 104879 Senior Program Leader PT 11/21/07
Reyna, David 105178 Clerical Aide PT 10/05/07
Rivera Jr. Ignacio 104551 Police Cadet PT 10/05/07
Rodriguez, Robert 105165 Police Recruit FT 09/11/07
Rosa, Bryan A. 104727 Tutor PT 05/01/07
Rosas, Luis 104933 Firefighter (Probationary) FT 12/26/07
Ruelas, Lizet D. 02472 Senior Program Leader PT 06/21/07
Ruiz, Kevin M. 76161 Police Officer FT 11/30/07
Ruiz, Maria G. 101415 Program Coordinator PT 05/01/07
Salas, Christine J. 09013 Senior Police Records Specialist FT 04/05/07
Sanchez, Nancy 104999 Program Leader I PT 08/10/07
Seifert, Stephanie N. 104296 Program Leader I PT 08/18/07
Shook, Matthew G. 103840 Program Leader II PT 04/01/07
Smith, Kirstin A. 105076 Program Coordinator PT 08/24/07
Soiguine, Fyodor 105000 Engineering Intern PT 09/20/07
Sweet, Constance M. 03154 Associate Zoo Curator FT 05/31/07
Tham, Zenas 104405 Administrative Intern PT 07/11/07
Torres, Arnold 104382 Senior Program Leader PT 12/27/07
Truong, Khuong T. 102805 Housing Specialist II FT 07/31/07
Truong, Thao M. 104621 Graphics Aide PT 12/13/07
Villarreal, Antonio R. 104323 Zoo Keeper Aide FT 04/07/07
Villasenor, Daniel 101333 Water Maintenance Worker II FT 07/27/07
Walker, James R. 00207 Equipment Operator-Water Maintenance FT 05/31/07
Zamora, Yanet V. 101276 Senior Office Assistant PT 12/14/07
Zastrow, William A. 98347 Fire Battalion Chief (MM) FT 07/06/07
19C-12